MyHR Update HR User Group 20th June

Agenda Items MyHR – The benefits Scope – a quick reminder Oracle System Profile nominations MyHR Timeline Detail HR & Payroll process mapping Future Activities

MyHR – the benefits… A fully integrated HR and Finance system Standard, streamlined processes with half the complexity of what we do currently More control for local administrators with less checking and approval steps by central functions Reduce manual processes and the overall administrative burden Faster, accurate processing with visibility of progress Improved analytics to enable high quality and real-time management reporting to inform decision making A platform for future enhancements

MyHR Reporting Suite – 130+ Reports OBIEE Capabilities: - Interactive dashboards - Ad hoc queries - Notifications + alerts - UCL-wide reporting - Financial reporting et al.

MyHR – a reminder of the scope SYSTEM PROCESS PEOPLE Replaces legacy systems: Service in Partnership(SiP) Resource Link (RL) HR, Payroll & MyView Learning Electronic Records System (LERS) Transforms current processes: Manager + Employee Self- Service (ESS + MSS) HR Process Review outputs Standard, streamlined and simple processes across UCL Empowers people: HR Processes initiated and approved within Depts. Dept. System Profiles: Payments, Contract Changes and New Starters

MyHR Scope – Replacing Legacy Systems with Oracle HCM Service in Partnership (SiP) A workflow tool used by depts., HR + Finance for Contract Changes, Employee Lifecycle essentials and Payments Resource Link (RL) Processes HR records, Payroll; training data; MyView Employee + Manager Self Service MyView Manager + Employee Self-Service Departmental Administrators Module (DAM) Reporting suite – Absence, Ethnicity, Cost Analysis et al Learning Electronic Records System (LERS) Training events + course bookings Single Training Booking System SYSTEM Out of Scope (Future phases?) Recruitment On Line Made easy (ROME) – Upgrade or TALEO Professorial Appraisal Review (PAR) – Oracle eBusiness Suite

MyHR Scope – Transforming current processes Change Leadership the Project Board comprised of Faculty Managers from each school, Finance, and HR Business Engagement 30 consultation workshops conducted with key stakeholder – DAs, ECA, Payroll and Finance Process Redesign 26 new streamlined processes were designed based on UCL requirements aligned where possible to Oracle eBusiness suite functionality Design Principles minimise, approval steps + hand-offs and empower the skilled user System Build these new standard, streamlined and simple process are incorporated into the system build PROCESS

MyHR Scope – Empowers People and Departments Manager & Employee Self-Service (MSS + ESS) Defined System Profiles (Oracle roles) within each Department PEOPLE Payments: Overtime One-Off Duties Honorary Higher Duty Allowance, Regrades Contract Changes: Update assignment details Assignment Costing Salary Changes Ending Assignments (Contracts) Submission & Approval within Departments by skilled users New Starters: Creating Multiple Assignments Assignment Costing Transfers Rehire Employee/Contingent Worker

Oracle System Profile Nominations PEOPLE New Starters: Creating Multiple Assignments Assignment Costing Transfers Rehire Employee/Contingent Worker Contract Changes: Update assignment details Assignment Costing Salary Changes Ending Assignments (Contracts) Payments: Overtime One-Off Duties Honorary Higher Duty Allowance, Regrades

HR Processes are now mapped to level four Level four: helps to provide a detailed understanding of process inputs, outputs, associated steps and decision points. Change Impact Analysis People & Roles System, Process and policy Training Needs Assessment Learning Outcomes Course Outlines Off-System Processes Checklists Reference Guides + Job Aids

Now subject to MyFinance Regression Testing following BPR acceptance! (1.) System Integration Test To check that all the system modules work properly together and with other systems. (2.) Functional Test A quality assurance (QA) process that verifies that our software application performs and functions correctly according to design specifications. (3.) User Acceptance Testing Users from across UCL test the software to ensure it can handle required tasks in real-world scenarios, according to specifications. In other words… “It does what it says on the tin” MyHR Timeline Subject to comprehensive + robust testing (1.) (3.) (2.) Pre-UAT Training

Future Activities MyFinance Regression Testing – Finance User Group Oracle Trainers correlating process maps + system Data Cleanse 2 – Personal details for ESS Training Needs Analysis Workshop design Departmental Oracle Profiles – nomination validation with FMs Oracle Reporting Workshops UAT Testing – Identify UAT testers for training prior to August testing Change Network 2 Planning

Thank you for your time My HR For more information please go to the MyHR website @ https://www.ucl.ac.uk/myhr Any questions? Please contact us via the MyHR Mailbox @ myhr@ucl.ac.uk Thank you for your time MyHR is much more than a technology initiative, technology alone does not deliver benefits – people do!